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Registered Student Organizations (RSO's)

Williams has many registered student organizations (RSO’s). If you can’t find an RSO you’re looking to engage in, you can apply to start your own. The links below include integral components for your RSO to exist & thrive at Williams. Be sure to read through everything carefully if you are looking to create, become a leader of, or get involved in, a Williams RSO.

Williams College reserves the right to grant, refuse, and/or suspend recognition to any student organization. Failure to adhere to Williams College policies and/or failure to maintain “Active Status” may result in removal of RSO designation and revocation of the correlating support (i.e. funding, space reservations, administrative support).

Students, the form below is an application for RSO recognition, not a recognition in itself. A committee of representatives from College Council, the Office of Student Life, the Office of the Vice President for Finance & Administration, and Athletics will meet to review your application and any materials provided, and will notify the contact included on the form once a decision has been reached. Until approved, the group is not allowed to meet under the College name or receive/use College funding or resources.

Please complete this application and upload any other pertinent information (including mission statement, budget proposals, etc.). After you have submitted this form, the Vice President for Student Organizations will send you the constitution template needed to draft your proposed organization constitution & by-laws.

Please note that, once approved and recognized by the College as a RSO:

all information, except for the membership information, is public and may be reproduced in publications,

registration with and recognition by Williams College should not be considered as endorsement of the purposes or beliefs of the student organization or its members,

all RSO Basic Responsibilities (see above) must be adhered to and appropriate form submissions for the first year turned in by a date determined by OSL,

RSO “Active Status” must be renewed every year in order to have access to funds, facilities, and resources provided by the College. To renew “Active Status,” your RSO is required to follow the process for Maintaining RSO Active Status & Annual Re-Registration (see below), by August 1 just prior to the start of that academic year.

New Student Organization Registration

Utilize this form to register as a New Proposed Student Group at Williams College

Proposed Name of Organization*

Where Does Your Group Plan To Meet?*

When do you plan to hold your first informational meeting?*

This should be done to get required signatures and investigate level of interested in the founding of your organization.

What time do you plan to hold your first information meeting?*

:HH

MM

Primary Contact Name*

FirstLast

Primary Contact Email*

Enter EmailConfirm Email

Finance Officer Name*

FirstLast

Finance Officer Email*

Finance Officer ID #*

You may list up to 3 ADDITIONAL Officers

Officer #1 Name

FirstLast

Officer #1 Email

Officer #2 Name

FirstLast

Officer #2 Email

Officer #3 Name

FirstLast

Officer #3 Email

Advisor/Coach's Name*

FirstLast

Choose ONE proposed group classification*

Please Note: As a Proposed Club Sport, the process for approval takes longer. You will be contacted by a committee of individuals tasked with reviewing these types of proposals after submission of this form.

Does your proposed group plan to hold dances/parties?*

Yes, we plan to hold dances/parties

No, we do not plan to hold dances/parties

What are the goals of your proposed organization? What do you hope to accomplish?*

3-5 Sentences

How does the mission of your proposed organization contribute to the mission of Williams College?*

Re-Registration for Recognized Student Organizations has now ended. The deadline to re-register pre-existing RSOs was August 1st, 2017. If you wish to register a new organization, please use the New Student Organization Registration form found above.

Organizations who have completed the required LATE re-registration assignment may complete the form below to submit your RSO’s information prior to September 1st, 2017

2017-2018 Student Organization LATE Re-Registration

Name of Organization*

When and Where does your group meet?*

Primary Contact Name*

FirstLast

This should be whoever will be in leadership for the coming academic year.

Primary Contact Email*

Enter EmailConfirm Email

Finance Officer Name*

FirstLast

This is the person responsible for managing your RSO's budget (may be a student or a faculty/staff of the college)

Finance Officer Email*

Finance Officer ID #

You may list up to 3 ADDITIONAL Officers

Officer #1 Name

FirstLast

Officer #1 Email

Officer #2 Name

FirstLast

Officer #2 Email

Officer #3 Name

FirstLast

Officer #3 Email

Advisor/Coach's Name*

FirstLast

This may or may not be a college official that acts as a mentor/advisor/coach to your organization to help support it's function

Group Classification (select all that apply)*

Academic

Arts

Club Sport

Diversity

Governance

Religion/Spiritual

Service/Community Engagement

Special Interest

Student Media

Click here if you are an Intercollegiate Club Sport (club sport that competes with other schools)

Yes, This is an Intercollegiate Club Sport

Click here if your organization plans to hold dances/parties this year

Please use the below form to log any changes to your organization’s leadership during the course of the year.

Student Organization Mid-Year Leadership Changes 2017-2018

This form is to inform the College and College Council or any changes to your organizations leadership during the course of the academic year. This form DOES NOT replace the student re-registration form, but is meant to capture the updated information to ensure that the correct students are receiving emails via the appropriate resources and outreach during the year.

RSO’s that have budgets from College Council are expected to utilize the funds granted to them for the stated RSO’s purposes.

There are several purposes for which these funds are NOT to be used, including:

any activity that puts students or the community at risk or in danger

any activity that is offensive to the community

damages to a house/venue being used

items that will not stay with the RSO beyond that particular year

electronic/technology items

alcohol, tobacco, or other drugs

pornography

strippers

gambling purposes

Budget Management & Oversight

RSO budgets are managed by the organization’s leadership and overseen by College Council under advisement & oversight from the Office of Student Life. Final approval for all transactions lies with College Council and the College – specifically with OSL and the Controller’s Office.

Usage Procedures

RSO members must follow specific procedures in order to utilize their funds.

Submit the online Pcard Request Form to obtain an OSL Purchasing Card to use for expenditures.*

Once submitted, you will receive an automated response via email that you have submitted your form.

The Administrative Assistant (Ivelisse Rodriguez) from OSL will contact you to let you know if you’ve been approved and when you may pick up the Pcard.

Pick up the Pcard from OSL.

Use the Pcard for your purchases.

KEEP ALL RECEIPTS/CONTRACTS/DOCUMENTATION (including the DETAILED receipts from restaurants) for each purchase.

Return the Pcard AND ALL RECEIPTS/CONTRACTS/DOCUMENTATION for each purchase to OSL by the date/time you are expected to do so.

* – If a Pcard is not an option for payment for a product or service provider, contact the Assistant Director for Student Organizations & Involvement (Ben Lamb) to arrange for a voucher or a cash advance.

Misuse & Consequences

Students who misuse these funds or a Pcard in any way (inappropriate expenditures, overspending, failure to follow procedure, failure to submit receipts, etc.) may be held responsible for the expenditures through their student account, and may be referred to the Dean’s Office for disciplinary action.

Soliciting Alumni, Foundations, & Other Sources for Funds

Students who wish to raise money for any RSO, program, or activity through the solicitation of alumni, foundations, or other non-College sources of funds must request advance approval by contacting the Assistant Director for Student Organizations & Involvement (Ben Lamb) in the Office of Student Life at least two weeks in advance. Most fundraising of this type requires approval from the Dean’s Office, the Provost, and the Vice President for College Relations.

This form is to be used by College Council RSO’s only. To request a Pcard as a House Coordinator or member of your Neighborhood Leadership Team, click here.

IMPORTANT: The only member of a RSO who can request a Pcard, is the Financial Officer. They can request a card to be picked up by a different individual, but MUST be the one to submit the request.

Requests to use a Pcard must be submitted 24 HOURS before the card is needed. Last minute requests will be considered case by case, but cards may not be available last minute.

Approved request notification will be sent via email. Feel free to follow up with your request by contacting Ben Lamb in the Office of Student Life.

College Council’s funding rules apply to all Pcard purchases made on behalf of student organizations. If you are unsure of CC’s rules, contact the current CC Treasurer, Haley Lescinsky.

Pcard users will not make purchases for RSO’s without CC’s approval. If a Pcard purchase is made without CC’s approval, the Pcard user is personally liable for all expenditures denied by the CC Treasurer. When reconciling charges, Pcard users cannot allocate charges to RSO accounts without acquiring the CC Treasurer’s signature.

Student Organization P-Card Request Form 2017-2018

This form must be submitted at least 48 hours before a p-card is needed for your STUDENT ORGANIZATION in order to ensure you will have the card available for your use. Certain times of the year we will have too many requests for cards which may result in an inability to give you a card on the date you need it.

Your Name*

FirstLast

**MUST BE THE REGISTERED FINANCIAL OFFICER FOR YOUR GROUP**

Your Unix Email*

Enter EmailConfirm Email

Name of Organization*

**MUST BE A COLLEGE RECOGNIZED ORGANIZATION**

Organization Department ID #*

$$ Amount Requested*

Please enter a value between 0 and 5000.

Date P-Card is Needed*

REMINDER: You can hold a p-card for ONLY 24 hours (or a full weekend if picked up on Friday)

Event / Program Name*

Description of what is being purchased*

Please provide detail of what you are purchasing for your event/program

Is this an Amazon.com, Netflix or other online purchase?*

Yes

No

Name of Individual Picking Up P-Card*

FirstLast

This is the person actually using the P-Card (NOT necessarily the person filling this form out)

If your RSO is traveling while representing Williams College, the below form is required as it provides key information so that the college may assist you in case of any issues during your travel (i.e. weather, accidents, emergency communication, etc.) Additionally, using this information as assessment data, the college can look to provide resources to support RSO’s as well as they can if it is found that current resources don’t suffice.

Please fill the form out completely prior to your departure to ensure that your travel is as successful, safe and supported as possible. This can be done immediately at the time of departure, as long as it is completely before you actually leave campus.

Student Transportation Log 2017-2018

This form is to be used to submit travel information. This information will assist the College in helping students when challenges in travel occur and in providing key communication conduits in time of emergency (accidents, weather, etc.) This form should be used for travel of any type by student groups/club sports/etc. traveling for college related purposes no matter if it's a college owned vehicle, rental car, Zipcar, charter bus or personal vehicle.

Organization Traveling (if applicable)

Purpose of Travel*

Travel Destination*

Departure Date*

Return Date*

Type of Vehicle(s) MUST SELECT ONE*

Bus Charter Company Name*

Number of vehicles traveling in group*

Please indicate the number of vehicles your group will be traveling in